GENERAL

Job Title: Cataloguing / Indexing & Collection Officer
Department: Procurement & Administration
Job Grade: A
Reports to: Manager – Contracts and Records Management

JOB PURPOSE

To ensure the secure, accurate, and efficient management of organizational records by collecting, classifying, indexing, and storing documents in the central archive, while maintaining data integrity, accessibility, and confidentiality in compliance with banking and regulatory standards.

MAIN DUTIES & RESPONSIBILITIES

Collect documents and boxes for archiving from various branches and departments to the bank repository / central archive
Sort and classify documents by department, category, and document type
Log receipt of documents with date, source, and description
Check and verify completeness, accuracy, and authorization of received documents
Create index entries including key metadata such as title, date, department, and classification code
Assign unique reference numbers or barcodes for identification and tracking
Enter document details into the archive or records management system (physical or electronic)
Ensure proper labeling and tagging of documents for easy retrieval
File and store documents in designated archive or repository sections
Maintain an updated document index or register for tracking purposes
Coordinate with departments and branches on document submission schedules and standards
Ensure safe handling and transportation of documents to prevent damage or loss
Maintain security and confidentiality of sensitive and classified information

KNOWLEDGE, QUALIFICATIONS & EXPERIENCE

Knowledge, Qualifications and Experience

Bachelor’s Degree in Records Management, Archives and Information Studies, Library Science, Information Management, Public Administration, or a related field
Minimum of 3–5 years’ proven experience in records management, archives administration, or information management within a corporate, government, or institutional environment
Sound knowledge of records lifecycle management, including creation, classification, retention, storage, retrieval, and disposal
Proficiency in records management systems, document management software, and Microsoft Office applications
Familiarity with digital archiving tools is an added advantage
Strong understanding of records classification schemes, filing systems, and metadata standards for both physical and electronic records
Knowledge of legal, regulatory, and compliance requirements related to records retention, confidentiality, and data protection
Demonstrated ability to ensure accuracy, integrity, security, and accessibility of records in line with organizational policies and best practices

SKILLS

Strong organizational and records management skills
High attention to detail and accuracy
Ability to manage both physical and electronic archives effectively
Confidentiality, integrity, and ethical handling of information
Analytical and problem-solving skills
Ability to work independently and collaboratively with various departments
Adaptability to evolving information management systems and technologies

APPLICATION INSTRUCTIONS

If you believe you can clearly demonstrate your abilities to meet the criteria above, please submit:

Job application cover letter
Detailed CV/Resume
Copies of relevant certificates and testimonials

All documents must be combined into a single PDF file, quoting the Job Title or Reference Number in the email subject line and sent to:

📧 TZRecruitment@equitybank.co.tz

🗓 Application Deadline: Monday, 23 February 2025

Only shortlisted candidates will be contacted.

EQUAL OPPORTUNITY & DATA PRIVACY

Equity Bank Tanzania Limited is an equal opportunity employer. We value diversity of individuals, ideas, perspectives, insights, and values in the workplace.

By submitting your application, you consent to Equity Bank Tanzania Limited collecting and processing your personal data strictly for recruitment, selection, and employment purposes in accordance with the Data Protection and Privacy Act, Cap 97, and the Bank’s Data Privacy Policy. Personal data will be treated with the highest level of confidentiality and will not be shared with unauthorized third parties unless required by law or regulatory obligation.

To apply for this job email your details to TZRecruitment@equitybank.co.tz

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